Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 4 Next »

Workflow originally developed by Mavis Molto in 2014. Revised and update by Melanie Shaw and Liz Woolcott.

LOADING MARCIVE FILES IN SIERRA

Download files from Marcive – can just click on them (see download proced)

  1. Find file to load on C drive (IN ORDER) - 069, 070, etc.

  2. Do files IN ORDER (subject & name can be same day)


Step 1. SIERRA – HEADINGS REPORTS (FUNCTION)

  1. Clear some so <10000

    1. Check on total # of headings currently in report by:

      1. Click on “All”

      2. Click on Create

      3. Record total # in the spreadsheet AUTHORITY_FILES_loaded-into-Sierra

      4. Click on Close and select “NO” – this will prevent deletion of all files

    2. Delete the “Headings Used For First Time” headings by:

      1. Click on “Headings used for first time”

      2. Click on Create

      3. Record the # of headings in the spreadsheet listed above

      4. Click on “Close” and select “Yes” to delete all the files

    3. Delete the Updated Bib Headings

      1. Click on “Updated Bib Headings”

      2. Check on the dates that the headings were generated – they should be the day or two after your last load

      3. Record the number in the spreadsheet listed above

      4. Click on “Close” and select “Yes” to delete all the files

    4. Verify that the equation in column G in the spreadsheet adds up to less than 10,000 to proceed. If it is greater, talk with the ILS Librarian about additional headings records that can be deleted.

Step 2. SIERRA – DATA EXCHANGE (FUNCTION)

  1. Select process = Load records via locally created load profile

  2. Select Icon = Get PC [Upload files from PC]

  3. Find MARC record location

  4. Select the suffix = .lfts, click OK

  5. Highlight LFTS file

  6. Select the Icon = Prep [Preprocess records loaded via FTS]

    1. Start

    2. See if number of files (shown at the bottom of the report) correspond to the number recorded in the spreadsheet

  7. Close

  8. Highlight MARC file

  9. Select Icon = Load

  10. Highlight: Batch: Load/Overlay NAME[SUBJ] auth recds

  11. OK

  12. Click on TEST – verify numbers at the bottom match the number of records included in the file

FOR DELETE FILES

  1. If delete file, all records should be Overlaid

    1. STOP – If not all files show as overlaid and consult the ILS Librarian

    2. If loading a delete file – check the “Use Review Files” before moving onto the next step

13. Click on Load - see loading, see count, if delete file all should say Overlaid

STOP – IF DELETE FILE – not all overlaid, see the ILS Librarian

14. Close

FOR DELETE FILES

Delete files will require two extra steps before proceeding to the final step listed below.

Step 2a. CREATE LISTS (FUNCTION)

  1. Tab = Review files

  2. Choose line (30), Copy

  3. Find title – Load/Overlaid [file name] – Highlight - OK
    a. Do you want to remove file – Yes
    b. Show records – correct no./records?
    c. [Check first record – overlaid record has leader=d] [Close]
    d. Close

Step 2b. DELETE RECORDS (FUNC)

  1. Drop down = Review

  2. Review file = Load/Overlaid [file name - CAREFUL] – Highlight

  3. Start

  4. See delete list – Click delete records - Click yes

  5. See Successful deletions – is number correct?

  6. Close

  7. Empty file – [if a delete file - will be gone already]

Step 3. SIERRA – DATA EXCHANGE (FUNCTION)

  1. Delete four files
    C & BOX

  2. Move loaded file to Files loaded folder
    EXCEL – Box:AuthCont/AuthOngoing/Loads/ (Excel, reformat file)

  3. Mark spreadsheet – date file loaded
    IF A SPLIT FILE - Box:/Auth/Auth/Auth-add DONE after file name

AFTER LOADING - NEXT DAY

SIERRA – HEADINGS REPORTS (FUNCTION)

  1. Check reports – invalid headings, near matches, non-unique 4xxs, cross-thes matches

  2. Blind refs - print blind refs report, then clear

  3. Near matches – delete meaningless entries, then print & clear as do

  4. Clear - a) headings used for first time, b) updated bib headings x

    1. Max seems to be 25,000 (per C.Adams,7/27/15)

    2. But says we’ve only used 2%

IF FILES NEED TO BE DELETED ONE BY ONE:

  1. Search Authority Record Number (Sierra: ARN index, MARC field 001 )

 

  • No labels